Assess and encode an invoice
If your organization has enabled the ability for you to both review and encode invoices, you can find all the invoices that need reviewing and encoding under Invoice Processing / Review. You can also access this page from the actions on your dashboard. By clicking on the hammer icon, you can either review or encode the invoice.
What does 'Encoding' mean?
When you encode an invoice, you specify the categorizations for which the invoice should be booked. Categorizations include details like the general ledger account and the cost center. Properly encoding an invoice is important, as it impacts your organization's accounting.
An invoice can be presented for encoding in two ways: you can review and encode the invoice, or just encode it. This depends on your organization's settings. With review and encoding, you also have the option to approve the invoice. With encoding only, this option is not available. However, you can reject the invoice or put it on hold. If you reject the invoice, it is sent back to the financial administration.
You can find all invoices that need reviewing in the review overview under the Review menu. To encode an invoice, click on the invoice line or the hammer icon on the right.
When an invoice is presented for encoding, you have the ability to specify how it should be booked. For example, you can choose the cost center where the costs should be allocated. You can fill in all fields with a border as needed.
The 'Action' Section
An additional point of attention is the 'Action' section. Under 'Action,' you can choose either 'To Review' or 'To Encode.' If you choose 'To Review,' you must specify which employee you want to review the invoice under 'Employee.' When you choose to review, the designated employee cannot adjust the encoding. This option is meant to obtain a review from the employee. If you choose 'To Encode,' the invoice is forwarded for encoding. The respective colleague can then adjust the encoding.
If the invoice needs to be distributed across multiple general ledger accounts, you can split the amount. To do this, reduce the amount in the line and then add a new invoice line. Clicking the 'Add Invoice Line' button at the top of the page adds an extra invoice line.
Once you have completed the encoding and reviewed the invoice, you can send the encoding. The invoice line will be sent to the next coder or reviewer. If you have authorization to approve, the line will be automatically approved.
Sending the Encoding
Once all fields are correctly filled, click 'Save' at the top of the page. The invoice will now be sent to the designated employee. Once the request is approved by an individual with the appropriate authority, the invoice will be forwarded to the financial administration for further processing.
Encoding or Reviewing by a Group
Encoding or reviewing by a group is an expansion of the existing external encoding capability. With external encoding, you can have someone else perform a (partial) encoding action. With group encoding, you can send the encoding action to an organizational unit (OU). This OU can comprise one or more individuals. If one of the OU members performs the encoding action, the action will disappear for the other OU members, and the invoice can proceed.
For more information about reviewing and/or encoding invoices by a group of individuals, see here.
Practical Example
Suppose an invoice arrives for a project in the technical department. You have no specialized knowledge of this project, and there is no specific person designated to receive the encoding action.
Instead of having to determine the appropriate person to handle the encoding for the invoice, you can use group encoding to send the encoding action to all members of the 'technical department' OU. The department itself knows who the designated person is and manages who will perform the encoding. The encoding is completed, and the invoice proceeds for review.
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